How to Write a Nomination Letter

How to Write a Nomination Letter Girl Scouts-Great Rivers Council, Inc. 4930 Cornell Road, Cincinnati, OH 45242-1804 513-489-1025 or 1-800-537-6241 FAX: 513-489-1417 www.grgsc.org council@grgsc.rog 10/16/2008 How to Write a Nomination Letter 1 Purpose of Workshop This workshop will help you write an award nomination for a Girl Scouts of the USA Award or a Girl ScoutsGreat Rivers Council Award. If you have further questions after review of this slide show, please contact Jeanette Smith, Adult Development Manager 10/16/2008 How to Write a Nomination Letter 2 Topics of Discussion By the end of this workshop you will be able to:  Name the four key parts of a nomination/ endorsement letter.  Know where to find questions that will guide you in the writing of a letter. How to Write a Nomination Letter 3 10/16/2008 Purpose of Endorsement Letters Endorsement letters are the key components of Girl Scouts of the U.S.A. and Girl Scout-Rivers Council award nominations. 10/16/2008 How to Write a Nomination Letter 4 Purpose of Endorsement Letters Endorsement letters communicate the following:  Detailed information about a volunteer’s service to the organization.  How the volunteer has performed above and beyond their role (this is determined by what is outline in the volunteer job description or agreement). 10/16/2008 How to Write a Nomination Letter 5 Before Writing the Letter 1. Determine the volunteer position for which the volunteer is being nominated. 2. Obtain a copy of the job description or volunteer agreement for the position (your service unit manager may have this or you may call the Girl Scout Center). 3. Consider how the volunteer has contributed to the organization above and beyond the expectations in the job description. 10/16/2008 How to Write a Nomination Letter 6 How to Write a Nomination/Endorsement Letter 4. Write down how the volunteer has gone above and beyond the expectations of the job description. 5. Document the results of this contribution. 10/16/2008 How to Write a Nomination Letter 7 Writing the Letter A good nomination/endorsement letter should have the following paragraphs: 1. An introduction of the nominee and brief description of serviced provided in role identified on the nomination form. 2. A description of the service, including how the nominee has gone above and beyond the job description. 3. Results of the nominee’s work 4. The name, address, phone number and email of the nominator. 10/16/2008 How to Write a Nomination Letter 8 Sample Letter- paragraph 1 The following is a sample letter outlining the four parts: Dear Selections Committee, I am writing this letter to support Jane Doe, Training Liaison for the Ohio Valley Service Unit, for Honor Pin. Jane has worked diligently in the Ohio Valley, Miami River and River End service units to provide quality training to leaders which resulted in improved delivery of the Girl Scout program. Introduction of nominee & brief description of service 10/16/2008 How to Write a Nomination Letter 9 Sample Letter- paragraph 2 Jane recognized that many of our leaders have not completed the required trainings. She realized that in our community many of the adults work in second and third shift jobs. This created a challenge when it came to training volunteers. She found out that several neighboring service Description of service or units had the same problem. She called a action (above & beyond meeting of the service unit managers and training job description) liaisons. She proposed that they offer training at “unconventional times” due to their audience. The service units were immediately behind her. Jane’s next step was to approach the adult development department at the Girl Scout Center. 10/16/2008 How to Write a Nomination Letter 10 Sample Letter- paragraph 3 The adult development department helped her enroll in a Train the Trainer course so she may facilitate the Orientation to the Organization and help to provide a training to address the age level needs. Working together with both the volunteers and paid staff she orchestrated three training sessions that offered the courses needed by the volunteers. The amazing thing was that they were offered at the local church from 6 a.m. – 9 a.m. when everyone was getting off work. She worked with the service units and they provided the funds for breakfast. Description of service or action (above & beyond job description) 10/16/2008 How to Write a Nomination Letter 11 Sample Letter- paragraph 4 Jane’s hard work resulted in 30 leaders in three service units being trained to work with their troops. She showed leaders that with some collaboration, things can get done. Jane’s work across three service unit benefited over 200 girls and has created strong relationships with each of the service units. Results of nominee’s work 10/16/2008 How to Write a Nomination Letter 12 Sample Letter- final paragraph & closing Closing & nominator information For her innovation in training across service units and, willingness to learn and be trained, Jane Doe deserves the Honor Pin. Sincerely, Mary Smith Service Unit 600 1000 Main St. Cincinnati, OH 45000 513-555-1111 msmith531@internet.com 10/16/2008 How to Write a Nomination Letter 13 Additional Help The back of each nomination form provides the following:  How to complete the nomination  Questions to consider when writing nomination/endorsement letters The number of letters to be attached A checklist to ensure nomination is complete.   10/16/2008 How to Write a Nomination Letter 14 Additional Help Nomination forms and the current Adult Recognitions in Girl Scouting book can be found on the council website, with your service unit manager & training liaison or can be obtained by calling the Girl Scout Center. Website: www.grgsc.org Girl Scout Center: 513-489-1025 or 1-800-537-6241 10/16/2008 How to Write a Nomination Letter 15 Thank You! Thank you for recognizing the contributions of others to Girl Scouts-Great Rivers Council. All award nominations are due by January 31! Good luck writing your letters. You will be notified regarding the approval of your nomination by March 31. 10/16/2008 How to Write a Nomination Letter 16